Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Colleen Chawla, Chief, San Mateo County Health
Chester J. Kunnappilly, MD, Chief Executive Officer, San Mateo Medical Center
Subject: Agreement with Ludi, Inc. to Provide a Provider Time Tracking, Invoicing and Approval Solution
RECOMMENDATION:
title
Adopt a resolution authorizing an agreement with Ludi, Inc. to provide a provider time tracking, invoicing and approval solution for the term of October 1, 2026 through September 30, 2029, in an amount not to exceed $250,000.
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BACKGROUND:
San Mateo Medical Center (SMMC) has been using a provider time tracking, invoicing and approval solution since 2023 to improve accuracy and accountability by automating administrative processes, reducing manual errors and ensuring providers are paid correctly. In April 2026, SMMC completed a Request for Proposals (RFP) process for Provider Time Tracking, Invoicing and Approval services.
DISCUSSION:
Ludi, Inc. was elevated through the competitive RFP process described above due to their robust time tracking system and years of industry experience.
The County Attorney has reviewed and approved the resolution and agreement as to form.
The resolution contains the County’s standard provisions allowing amendment of the County fiscal obligations by a maximum of $25,000 (in aggregate).
The Technology Services Department has reviewed and approved the IT and Artificial Intelligence (AI) components of this agreement.
It is anticipated that Ludi, Inc. will resolve important non-critical, critical, and extremely critical service requests within 48 hours 100% of the time.
PERFORMANCE MEASURE:
|
Measure |
FY 2026-27 Estimated |
FY 2027-28 Projected |
|
Percentage of time Ludi, Inc. will resolve important non-critical, critical, and extremely critical service requests within 48 hours |
100% |
100% |
COMMUNITY IMPACT:
Although Ludi’s services do not directly impact SMMC’s patients, this service will strengthen SMMC’s financial processes and compliance by streamlining manual data entries and approvals. SMMC’s patients span a wide spectrum of races, ethnicities, gender, and gender-identities. Since November 1, 2024 half of the specialty care patients at SMMC were female and half were male, with the largest ethnic cohorts being Hispanic or Latino (58%), and primarily Spanish-speaking (48%).
FISCAL IMPACT:
The term of the agreement is October 1, 2026 through September 30, 2029. The amount of the agreement is not to exceed $250,000 for the three-year term. Funds in the amount of $62,500 are included in the SMMC FY 2025-26 Adopted Budget. Funds in the amount of $83,333 will be included in the SMMC FY 2026-27 Recommended Budget.
Expenses at SMMC are covered by fees for services or third-party payors whenever possible. The portion of expenses for services provided to the medically indigent or to those covered by programs that do not meet the full costs of care is covered by the County’s General Fund contribution to SMMC and is within the existing annual appropriation.
ATTACHMENT:
AI Questionnaire
RFP Matrix